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Microsoft 365

How to Find Users with Free Subscriptions in Microsoft 365

Free Microsoft 365 subscriptions are often used by admins to test features or provide access to external partners without incurring additional costs. However, these free licensed users can sometimes be overlooked in regular access reviews, which may create compliance risks. As an admin, it’s important to track users with free subscriptions to ensure proper access, prevent unnecessary license usage, and plan for renewals. This guide shows how to find users with free subscriptions for better oversight and security.

Find Users with Free Subscriptions Using Microsoft 365 Admin Center

Microsoft 365 Permission Required
Billing Admin Least Privilege
Global Admin Most Privilege
  • Sign-in to the Microsoft 365 admin center and navigate to the Billing»Licenses.
  • Under Subscriptions, you’ll see the list of available licenses. Click on any free license provided as part of the Microsoft licensing service plan.
  • Then, under the Users tab, it displays all the users assigned to that specific free license.
  • You can also click the Export users option to download the list of users with additional details as a CSV file.
Find Users with Free Subscriptions Using Microsoft 365 Admin Center
  • Note: Alternatively, go to Users»Active users and use the Licenses filter to view all license types, including free ones. You can click on any free license to see the users assigned to that specific license. However, both methods allow monitoring for only one free subscription at a time.

List All Free Subscription Users in Microsoft 365 Using PowerShell

Microsoft 365 Permission Required
LicenseAssignment.Read.All Least Privilege
Directory.ReadWrite.All Most Privilege
  • Connect to the Microsoft Graph PowerShell module with the required permissions using the cmdlet below.
  • Windows PowerShell Windows PowerShell
     Connect-MgGraph -Scopes "User.Read.All", "Directory.Read.All"
  • Run the below PowerShell script to get all users with free subscriptions in Microsoft 365 along with details, such as display name, user principal name, and free licenses.
  • Windows PowerShell Windows PowerShell
     $freeUsers = Get-MgUser -All | ForEach-Object {
        $licenses = Get-MgUserLicenseDetail -UserId $_.Id
        $matchedSkus = $licenses | Where-Object { $_.SkuPartNumber -match $freeSkuPatterns }
    
        if ($matchedSkus) {
            [PSCustomObject]@{
                DisplayName       = $_.DisplayName
                UserPrincipalName = $_.UserPrincipalName
                FreeLicenses      = ($matchedSkus.SkuPartNumber -join ", ")
            }
        }
    }
    $freeUsers | Format-Table
List All Free Subscription Users in Microsoft 365 Using PowerShell
  • Note: The PowerShell output retrieves all Entra ID users with free subscriptions, along with the trial users.

Track Free Subscription Users in Microsoft 365 to Streamline License Management!

AdminDroid’s Microsoft 365 license reporting tool simplifies identifying users with free subscriptions along with details, such as assigned subscriptions, sign-in status, and more. Additionally, it also provides dedicated reports on trial subscriptions, expired subscriptions, purchased subscriptions, etc., to identify unwanted assignments and manage license allocation more efficiently.

Find Free Subscriptions in Microsoft 365 for Better License Oversight

List all free subscriptions in your Microsoft 365 with subscribed dates, active and consumed unit counts to manage ongoing usage and long-term license assignments efficiently.

Utilize Subscription Dashboard to Optimize License Allocation

Access the unified subscription dashboard to gain insights into all free subscriptions across your Microsoft 365 tenant, such as Power BI free, Microsoft Flow free, etc., and their statistics to ensure better license utilization.

Identify Unused Microsoft 365 Free Subscriptions to Maximize License Efficiency

Find unused free subscriptions in your organization with advanced filters to quickly uncover underutilized resources and reassign them to users who need them.

Audit License Assignment Activities to Identify Licensing Changes

Track all license assignment events in your Microsoft 365 environment to monitor changes in users’ free licenses and maintain accurate records.

Access Free Subscriptions Bird's Eye View to Enhance Tenant-Wide Oversight

Leverage the free subscription bird's eye view report to analyze the distribution of free Microsoft 365 plans across your tenant and enhance overall license planning.

Track Microsoft 365 Subscription Usage to Drive User Adoption

Monitor the subscription usage report to analyze free subscriptions along with usage percentages, consumed units, and more to ensure effective license management.

In conclusion, AdminDroid’s Microsoft Entra ID management tool empowers you with various reports and dashboards for effective license management in your Microsoft 365. It enables admins to manage license assignments more efficiently and uncover opportunities to save costs.

Explore a full range of reporting options

Important tips

Assign licenses to bulk users using Microsoft365DSC's auto-deploy capability and efficiently transition them from limited free plans.

Track tenant ownership securely with free Microsoft Entra ID subscriptions to prove ownership in disputes or when admin access is lost.

Regularly review guest accounts created through self-service sign-ups to ensure only authorized users retain access.

Common Errors and Resolution Steps

The following are the possible errors and troubleshooting hints while handling users with free subscriptions in Microsoft 365.

Error Get-MgUser : Authentication needed. Please call Connect-MgGraph.

This error occurs when you execute Get-MgUser cmdlet without connecting to the Microsoft Graph PowerShell module.

Fix Ensure you are connected to the Microsoft Graph PowerShell before executing any other Graph-related commands. Additionally, ensure that your account has the necessary permissions to retrieve user or license details.

Error Get-MgUserLicenseDetail : Resource 'adelie@contoso.com' does not exist or one of its queried reference-property objects are not present.

This error occurs when the provided UPN is incorrect, the UPN does not exist in Microsoft 365, or the account cannot be retrieved at the time of the query.

Fix Verify the UPN of the user using the cmdlet below to check if the user principal name (UPN) exists in Microsoft Entra ID.
Get-MgUser -Filter "userPrincipalName eq 'user@domain.com'"

Error Connect-MSCommerce: The term 'Connect-MSCommerce' is not recognized as a name of a cmdlet, function, script file, or executable program. Check the spelling of the name, or if a path was included, verify that the path is correct and try again.

This error occurs when the MSCommerce PowerShell module is not installed or not imported properly in the session.

Fix Install the MSCommerce module and then import it before using the Connect-MSCommerce cmdlet, as shown below.
Install-Module -Name MSCommerce -Scope CurrentUser -Force Import-Module MSCommerce

Error Write-Error: Failed to retrieve product policy with PolicyId 'AllowSelfServicePurchase', ErrorMessage - Response status code does not indicate success: 403 (Forbidden).

This error occurs when the signed-in user does not have sufficient permissions to access MSCommerce product policies. Specifically, this command requires admin-level roles to view or modify self-service purchase settings.

Fix Ensure that your account has the Global Administrator or Billing Administrator role. Also, ensure that the MSCommerce module is updated before executing the cmdlet.

Error Write-Error: Failed to update product policy, ErrorMessage - Response status code does not indicate success: 400 (Bad Request). ErrorDetails - { "errorCode": "ProductNotSupported", "reason": "The policy \u0022AllowSelfServicePurchase\u0022 is not applicable to the product \u0022CFP7TTCOLPS7\u0022." }

This error occurs when the Set-MSCommerceProductPolicy cmdlet is executed with a -ProductId that does not support the AllowSelfServicePurchase policy.

Fix Ensure that you replace <Product_Id> with a valid product that supports the AllowSelfServicePurchase policy. Use the cmdlet below to get the list of supported Product Ids.
Get-MSCommerceProductPolicies -PolicyId AllowSelfServicePurchase

Error Failed to assign license for Steve: Cannot process request because a referenced item has an invalid usage location.

This error occurs when assigning a license to a user whose "Usage location" in Microsoft Entra ID is either not set or is set to a country where the license is not supported.

Fix Microsoft 365 licenses can only be assigned to users whose usage location supports that license. Run the cmdlet below to set the usage location of the user. Replace <user@domain.com> with the desired user's UPN and <CountryCode> with your appropriate country code.
Set-MgUser -UserId "<user@domain.com>" -UsageLocation "<CountryCode>"

Error Connect-MgGraph: InteractiveBrowserCredential authentication failed.

This error occurs when the Connect-MgGraph command fails to authenticate using the interactive browser method due to tenant restrictions, blocked sign-in prompts, or unsupported environments.

Fix Use device authentication by running Connect-MgGraph -Scopes "User.Read.All", "Directory.Read.All" -UseDeviceAuthentication. Also, ensure you run the PowerShell in an interactive session with administrator privileges and that no Conditional Access policies are blocking browser-based sign-in.

Error Set-MgUserLicense_AssignExpanded: One or more parameters of the operation 'assignLicense' are missing from the request payload. The missing parameters are: removeLicenses.

This error is triggered when the Set-MgUserLicense cmdlet is used without explicitly including both -AddLicenses and -RemoveLicenses parameters. Even if no licenses are being removed, the -RemoveLicenses parameter must still be included as an empty array “@()”.

Fix Run the Set-MgUserLicense cmdlet with the -RemoveLicenses @() parameter even when you don’t intend to remove any licenses using the cmdlet below.
Set-MgUserLicense -UserId $userUPN -AddLicenses @{SkuId = ""} -RemoveLicenses @()
Frequently Asked Questions

Manage Users with Free Subscription to Improve License Optimization

1. How to assign a free subscription to Microsoft 365 users?

In Microsoft 365, some services, such as Power BI (Free), Power Automate Free (Flow free), etc., are available as free subscriptions. These licenses do not consume paid license quotas and allow users to access essential services at no additional cost. Admins can assign these free subscriptions to users through the Microsoft 365 admin center or by using PowerShell to manage license usage and cost more efficiently.

Assign free licenses to users using the Microsoft 365 admin center

  • Open the Licenses page in the Microsoft 365 admin center and locate the Subscriptions tab.
  • Among the free licenses available in your tenant, select a suitable license and click + Assign licenses to assign it to specific users.
  • In the Assign licenses to users pane, search and select users.
  • Use the “Turn apps and services on or off” dropdown to assign or remove access to specific apps and services. Then, click Assign to apply the license to the selected users.
assign-free-licenses-to-users-via-admin-center

Note: You can assign licenses to a maximum of 20 users at a time. Alternatively, free licenses can also be assigned from the Active users page, but you can only select one user and assign a license under the Licenses and Apps tab.

Assign free licenses to users in Microsoft 365 using PowerShell

  • Run the Set-MgUserLicense cmdlet as shown below to assign free licenses to users in Microsoft 365. Replace $userUPN with the specific user name and <SkuId> with the desired value.
Connect-MgGraph -Scopes “User.ReadWrite.All”, “Organization.Read.All”
Set-MgUserLicense -UserId $userUPN -AddLicenses @{SkuId = "<SkuId>"} -RemoveLicenses @()

assign-free-license-to-users-via-powershell

You can retrieve the Sku Ids of the free licenses available in your tenant using the cmdlet below.

Get-MgSubscribedSku | Select SkuPartNumber, SkuId

free-licenses-skuid

Note: For bulk license assignments, use group based licensing to automatically assign licenses to all members of the group.

2. Why should admins track users with free subscriptions in Microsoft 365?

Free subscriptions allow users to access Microsoft 365 services without consuming a paid license. While this can be useful, it also introduces potential risks when left unmanaged. Users with free subscriptions often operate outside centralized IT oversight, which can lead to security gaps and compliance concerns.

Key Risks of Unmanaged Free Subscription Users

  • Security Oversight: Users with free subscriptions may still access corporate resources. Without proper tracking, they can create unauthorized access points, which leads to an increase in risk of data leaks.
  • Compliance and Policy Enforcement: Free users, especially those who register via self-service, might bypass corporate policies if not properly monitored. By tracking their activity, admins can enforce compliance with organizational policies and ensure adherence to regulatory standards.
  • License Planning and Optimization: Monitoring usage patterns of free users helps identify who needs a paid license for premium features. This enables smarter license allocation and budgeting.
  • Prevent Feature Gaps: Free subscriptions often lack key features like DLP, auditing, or archiving. Users on these plans may unknowingly be excluded from protection policies which leads to data exposure.
  • Clean-Up and Lifecycle Management: Inactive users with free subscriptions add unnecessary clutter to the environment. Regular tracking enables the clean-up of unused accounts which reduces attack surface and simplifies management.

For these reasons, it's essential to regularly identify, review, and manage users with free subscriptions to maintain a secure and cost-effective Microsoft 365 environment.

3. How to find free Microsoft 365 licenses assigned to a specific user?

Monitoring which free licenses are assigned to a specific user in Microsoft 365 is essential for effective license management, auditing, and compliance. This is particularly important when you need to verify a user’s access to services or reclaim unused licenses. By accurately identifying the licenses assigned to a user, admins can ensure proper resource allocation.

Find all free licenses assigned to a specific user using the Microsoft Entra admin center

  • Sign-in to the Microsoft Entra admin center and go to Entra ID»Users»All users.
  • Select the specific user you want to review and click on Licenses in the left pane.
  • You’ll now see a list of all the subscriptions assigned to that specified user, including the free subscriptions.
find-specific-user-free-licenses-via-entra-admin-center

Since the Microsoft 365 admin center lists all assigned subscriptions without a way to filter out free licenses, PowerShell can be used to retrieve only the free ones.

Get all free licenses assigned to a specific user using PowerShell

  • Run the snippet below to get all free licenses assigned to a specific user in Microsoft 365. Replace <user@domain.com> with the desired user name.
Connect-MgGraph -Scopes "User.Read.All", "Directory.Read.All"
$freeUsers = Get-MgUser -UserId “<user@domain.com>” | ForEach-Object {
    $licenses = Get-MgUserLicenseDetail -UserId $_.Id
    $matchedSkus = $licenses | Where-Object { $_.SkuPartNumber -match $freeSkuPatterns }

    if ($matchedSkus) {
        [PSCustomObject]@{
            DisplayName       = $_.DisplayName
            UserPrincipalName = $_.UserPrincipalName
            FreeLicenses      = ($matchedSkus.SkuPartNumber -join ", ")
        }
    }
}
$freeUsers | Format-Table

get-specific-user-free-licenses-with-powershell

4. How to modify the free licenses of users in Microsoft 365?

Handling free licenses for all users in Microsoft 365 is essential for maintaining a secure and cost-efficient external collaboration. Without proper oversight, these licenses may lead to unnecessary access or potential compliance risks. Therefore, admins can efficiently manage free licenses for multiple users at once with the following options to ensure proper access control and align with organizational policies.

Manage free licenses for active users in the Microsoft 365 admin center

  • In the Active users page, select the users you want to manage and click Manage product licenses at the top. Then, you can choose any one of the following options based on your requirements.
    • Replace - This option removes the users’ current licenses and lets you assign new ones in their place.
    • Assign more - This can be used when you want to keep their existing licenses and assign additional ones.
    • Unassign all - It removes all assigned licenses from the selected users.
  • After selecting the desired action, check or uncheck the license options and click Save changes to update the license of selected users.
manage-free-licenses-for-users-via-admin-center

5. How to delete or block self-service sign-up subscriptions in Microsoft 365?

Self-service sign-up subscriptions let users in your organization access Microsoft 365 services for free by registering themselves. While helpful in some scenarios, these subscriptions are limited and intended for individual use, which may lead to unmanaged service access. To maintain control, admins can either delete existing self-service subscriptions or block new self-service sign-ups entirely to prevent future access.

Delete a self-service sign-up subscription in Microsoft Entra admin center

You can delete a self-service sign-up subscription to prevent unmanaged access to Microsoft 365 services. This helps you maintain control over licensing and ensures compliance with organizational policies.

  • In the Microsoft Entra admin center, go to Billing»Licenses and click on “Self-service sign up products”.
  • Here, you can view all the self-service sign up products and select a subscription you want to delete.
  • Then, click Delete at the top to delete the selected subscription.
delete-self-service-sign-ups-via-entra-admin-center

This method allows you to delete a self-service subscription that has already been activated. However, to globally block users from signing up for such subscriptions, you need to configure global settings via PowerShell.

Globally block self-service sign-up subscriptions in M365 via PowerShell

To prevent users from signing up for new self-service subscriptions, you can block them globally using PowerShell. Unlike deletion, which removes existing subscriptions, blocking ensures that no new self-service access can be initiated without IT oversight.

  • Connect to the MS Graph PowerShell module and run the Update-MgPolicyAuthorizationPolicy cmdlet with the -AllowedToSignupEmailBasedSubscriptions parameter to disable self-service sign-ups in Microsoft 365, as shown below.
Update-MgPolicyAuthorizationPolicy -AllowedToSignupEmailBasedSubscriptions $false

6. How to manage self-service purchase settings in Microsoft 365?

Self-service purchases in Microsoft 365 let individual users buy subscriptions for products like Power BI, Power Automate, and Project using their own payment methods bypassing IT involvement and the organization’s centralized billing system. These purchases are user-initiated, managed independently, and may lead to compliance, security, or billing issues if left uncontrolled.


Since this term is often confused with self-service sign-up, let’s first clarify how self-service purchases differ from self-service sign-up subscriptions to avoid misinterpretation and misconfiguration.

How are self-service purchases different from self-service sign-up subscriptions?

  • Self-service purchase subscriptions: They require users to buy Microsoft 365 products using their own payment method and manage billing & renewals independently, often without IT oversight.
  • Self-service sign-up subscriptions: They allow users to access certain Microsoft 365 products for free, and do not involve billing or admin approval.

Manage self-service purchase settings in Microsoft 365 admin center

You can control how users can access self-service trials and purchase options by configuring these settings in the admin center.

  • Go to the Microsoft 365 admin center and select Settings»Org settings.
  • Click the “Self-service trials and purchases” tab to view a list of all eligible self-service products and their settings.
  • For each product, you can choose any one of the following options based on your requirements and click Save to confirm your settings.
  • Allow: Users are allowed to try or buy this product on their own.
  • Allow trials only: Users are allowed to try the product for free, but they won’t be able to buy it themselves. When the trial ends, it won’t switch to a paid subscription, but users may still be able to request a paid license from an admin.
  • Do not allow: It disables self-service purchases for the selected product. In some cases, users may still see a free trial option and might be able to request a paid license through an admin.
manage-self-service-purchases-via-admin-center

Manage self-service purchases using PowerShell

Managing self-service purchase settings through the Microsoft 365 admin center often requires navigating multiple tabs, which can be a time-consuming process. With PowerShell, admins can quickly configure these settings across multiple products using a single cmdlet.

  • Install, import, and connect to the MSCommerce PowerShell module using the cmdlet below.
Install-Module -Name MSCommerce -Scope CurrentUser
Import-Module -Name MSCommerce
Connect-MSCommerce
  • Run the Get-MSCommerceProductPolicies cmdlet as shown below, to get all self-service products along with their corresponding product ID.
Get-MSCommerceProductPolicies -PolicyId AllowSelfServicePurchase

  • Execute Update-MSCommerceProductPolicy with AllowSelfServicePurchase parameter to allow the self-service purchases. Replace <Product_Id> with the desired product ID from the previous step.
Update-MSCommerceProductPolicy -PolicyId AllowSelfServicePurchase -ProductId <Product_Id> -Enabled $True   
  • Set the value to $false to disable the self-service purchases.

Disable self-service purchases in Microsoft 365 using PowerShell script

  • Admins often choose to disable self-service purchases to retain control over license management and prevent issues such as data sprawl, compliance gaps, and shadow IT.
  • While this can be done via Microsoft 365 admin center or PowerShell, each product must be disabled individually. This can be time-consuming, as the process must be repeated every time Microsoft introduces a new self-service product.
  • To simplify this, we’ve created a PowerShell script that disables the self-service purchase capability for all current products in a single run. Download the script below and run it in PowerShell to disable self-service purchases efficiently.

7. How to find guest users' free subscriptions details in Microsoft 365?

It's important to track which guest users in your Microsoft 365 environment have been assigned subscriptions, especially free licenses. While guest users generally don’t require paid licenses, some may be granted free or trial licenses to support specific collaboration needs. Identifying these users helps avoid unnecessary license consumption and ensures compliance with your organization’s licensing policies.

Find guest users free license details via Microsoft 365 admin center

  • Sign in to Microsoft 365 admin center and navigate to the Users»Guest users.
  • Click on Choose columns and select Licenses to add the license column to the guest users view.
  • Click Save and you can view all licenses including the free subscriptions assigned for each guest user.
find-guest-users-free-licenses-via-admin-center

Get guest users free subscription details using PowerShell

  • Connect to the Microsoft Graph PowerShell module. Then, execute the PowerShell snippet below to get free license details of guest users in Microsoft 365.
$freeUsers = Get-MgUser -Filter "userType eq 'Guest'" -All | ForEach-Object {
    $licenses = Get-MgUserLicenseDetail -UserId $_.Id
    $matchedSkus = $licenses | Where-Object { $_.SkuPartNumber -match $freeSkuPatterns }

    if ($matchedSkus) {
        [PSCustomObject]@{
            DisplayName       = $_.DisplayName
            UserPrincipalName = $_.UserPrincipalName
            FreeLicenses      = ($matchedSkus.SkuPartNumber -join ", ")
        }
    }
}
$freeUsers | Format-Table
get-guest-users-free licenses-with-powershell

Native methods for tracking guest users’ license details often require manual checks and offer limited visibility. AdminDroid simplifies this by providing comprehensive reports that display license assigned details for both internal and external users with just a few clicks.

Quickly find license assigned guests in Microsoft 365 with AdminDroid!

  • This report provides clear insights into all guest users with assigned licenses in your organization. It also supports advanced column customization and sorting, which helps you access assigned free subscriptions alone.
  • With this report, admins can identify unnecessary licenses assigned to external users to optimize costs and maintain better license governance.
find-license-assigned-guests-using-admindroid

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